How to Write a Japanese Resume (Rirekisho): The Complete Guide for Indians (2026)

You found the job, you meet the requirements, you send your polished Indian/Western CV — and you hear nothing. Here's what almost no one tells you: in Japan, submitting a Western-style CV will get your application set aside before a hiring manager reads a single line. Japan has its own resume system, with its own rules, and getting it right is often the difference between an interview and silence. This guide walks you through it exactly — the parts most guides skip, and the mistakes Indians make most.

The thing to understand first: Japan uses *two* documents

This trips up nearly every foreigner. A Japanese job application usually needs two separate documents, and they do different jobs:

• Rirekisho (履歴書) — the standardised "fact sheet." A fixed, government-style form (JIS standard) that records who you are and where/when you studied and worked. It shows what you have done.
• Shokumu-keirekisho (職務経歴書) — the "career history." A separate, freer document where you describe your responsibilities, skills, and achievements — closest to a Western CV. It shows how you delivered results.

Fresh graduates may only need the rirekisho. Anyone with work experience (most Indians applying) is expected to submit both. Sending only a Western CV signals you don't understand how things work here — exactly the wrong first impression.

Part 1: The Rirekisho, section by section

The rirekisho is a rigid, two-page A4 form. Everyone fills out the same fields — that's the point; it lets HR compare candidates at a glance. Don't improvise the layout; use a standard template.

• Name + furigana (ふりがな). Write your name, and in the furigana field write its reading in katakana (how it's pronounced). Indians: pick a clean, consistent katakana spelling of your name and use it everywhere.
• Photo. Mandatory. A 3×4 cm colour ID photo, taken within the last 3 months, in business attire, plain white or light-blue background, affixed to the top-right corner. (No selfies — use a photo booth or studio. The photo genuinely matters in Japan.)
• Date of birth, contact, address. Standard.
• Dates — the consistency rule. Japan uses two calendars: Western (2026) and the Japanese imperial era (Reiwa 8). Either is acceptable — but pick one and use it consistently throughout. Mixing the two reads as careless and is a classic foreigner mistake.
• Education & work history (学歴・職歴). Listed chronologically. Crucial rule: the rirekisho records only where you studied/worked and when — not your duties or achievements. Those belong in the shokumu-keirekisho. (Putting job accomplishments here is the #1 formatting error.)
• Licenses & qualifications (免許・資格). List relevant ones — your JLPT/JFT level, degrees, technical certifications, driving licence if relevant.
• Self-PR (自己PR). 2–4 sentences on your single most relevant strength, with a concrete example — not vague claims. Keep the Japanese simple and clear.
• Motivation (志望動機). Why this company. Generic lines ("I love Japan") get ignored — research the company and name a specific reason the role fits your direction.

(Good news: a 2020 update removed the old intrusive fields — commute time, number of dependents, spouse, and spousal-support obligation — from modern templates.)

Part 2: The Shokumu-keirekisho (where you actually sell yourself)

This is the document that feels familiar to Indians — and where you make your case. Unlike the rirekisho, it's flexible (typically 2–5 pages) and results-focused: for each role, describe what you owned, the technologies/skills you used, and — most importantly — what you achieved, with numbers. "Reduced deployment time 40%," "managed a 6-person team," "handled 30 care residents per shift." This is the "how you delivered results" half that the rirekisho deliberately leaves out. (No photo needed on this one.)

The 5 mistakes Indians make most

1. Sending only a Western CV. It gets set aside. Provide the rirekisho (+ shokumu-keirekisho).
2. Putting achievements in the rirekisho. Keep it to where/when; achievements go in the shokumu-keirekisho.
3. Overstating your Japanese. The single most damaging error — claim N2 and you'll be tested in the interview. Be honest about your real JLPT/JFT level.
4. Mixing date systems (Western + Reiwa) in one document. Pick one.
5. Generic motivation/self-PR. Tailor it to the specific company and role.

Handwritten or typed?

Traditionally rirekisho were handwritten (seen as a sign of sincerity). Today, typed is widely accepted — especially for foreigners and mid-career applicants, and standard for IT and global-facing firms. A few traditional companies or entry-level roles may still prefer handwriting, so check the job posting. For most Indians applying to modern or foreign-friendly employers, a clean typed version is fine.

India-specific tips

• Name: choose one katakana spelling of your name and use it consistently across the rirekisho, shokumu-keirekisho, and applications.
• Photo: get a proper business ID photo (booths exist in India too, or any studio) — it's non-negotiable in Japan.
• JLPT/JFT: state your real level. If you're still studying, say so honestly — Japanese employers value sincerity over inflated claims.
• Applying to global/foreign firms? Many (especially in IT) accept an English CV — but a Japanese-format resume alongside it still signals seriousness and gives you an edge.

Your next steps

• 🛫 How to work in Japan from India — the full route
• 💻 IT & engineer path · 🩺 Caregiver path
• 📈 Jobs in demand in Japan for Indians
• 💴 Japan Salary Calculator — see what these roles really pay

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General guidance based on standard Japanese hiring practice; individual employers' requirements vary — always follow the specific instructions in a job posting.